1. NSLDS® Enrollment Reporting WVASFAA 2017 Fall Conference November 1, 2017
Craig D. Rorie, Federal Training Officer Federal Student Aid U.S. Department of Education

2. Agenda Enrollment Reporting Cycle Why, Who, What, and When?
Enrollment Reporting Uses
Monitoring
Enhancements
Resources and Contacts

3. Enrollment Reporting Cycle

4. Enrollment Reporting Flow
School sends Enrollment School Code on grant and loan disbursement records to the Common Origination and Disbursement (COD) System.
COD sends the grant, disbursement, and program data to NSLDS and disbursement records to the loan servicer.
NSLDS uses the Enrollment School Code and program-level data from COD to place aid recipients on Enrollment Rosters.
NSLDS sends the Enrollment Roster to the school.

5. Enrollment Reporting Cycle
NSLDS sends roster to the school based on the school’s schedule
School updates students on roster and adds new students
School sends roster to NSLDS
NSLDS sends error acknowledgement file to school
School corrects errors and submits updated records
NSLDS creates the Enrollment roster

6. Enrollment Reporting Cycle
NSLDS sends roster to the school based on the school’s schedule
Schools
Servicers
Lenders, GAs and Perkins
Originations and Disbursements
TSM and FAH
Push to Roster
Student Reported
NSLDS creates the Enrollment roster
School updates students on roster and adds new students
School sends roster to NSLDS
School corrects errors and submits updated records
NSLDS sends error acknowledgement file to school

7. Roster Population from COD
Data Element
COD
NSLDS
CIP Code Year X
CIP Code
Credential Level
Published Program Length
Weeks in Title IV Academic Year
Special Program Indicator
Enrollment Status
Enrollment Status Effective Date
Program Begin Date
Payment Period Start Date
Program Indicator
Combination of 3 Fields identifies a unique program on NSLDS
CIP Code
Credential Level
Published Program Length
NSLDS uses the Payment Start Date from COD to populate the Program Begin Date on the NSLDS Roster

8. Address Population on Roster
Rosters without previously reported addresses include student address data from:
Common Origination and Disbursement (COD) System
Central Processing System (CPS)

9. Key Point: Roster
Data populated to the roster from COD is not considered “certified” until the school reports to NSLDS
The OPEID reported in the Enrollment School Code to COD determines which school’s roster is populated with a student’s information. NSLDS populates a unique program on the roster based on the combination of OPEID, CIP Code, Credential Level, and Published Program Length
NSLDS uses the Payment Period Begin Date from COD to pre-populate the Program Begin Date on the roster

10. Enrollment Reporting Cycle
NSLDS sends roster to the school based on the school’s schedule
NSLDS creates the Enrollment roster
School updates students on roster and adds new students
School corrects errors and submits updated records
School sends roster to NSLDS
NSLDS sends error acknowledgement file to school

11. Enrollment Reporting Profile

12. Key Point: Enrollment Reporting Profile
Pay close attention to the timing as to when NSLDS sends out Enrollment Rosters. Schools that use a Third-Party Servicer should ensure their Enrollment Reporting Profile matches the schedule on which the school sends data to their Third-Party Servicer
Schools can create adhoc rosters around important events on their academic calendars

13. Key Point: Third-Party Servicers
Note to schools using a Third-Party Servicer to report enrollment data to NSLDS
Schools are responsible for ensuring that Third-Party Servicers are compliant with NSLDS reporting requirements
NSLDS will contact schools, not Third-Party Servicers, if a school is out of compliance
Reminder: Third-Party Servicers must be added to your school’s ECAR!

14. Enrollment Reporting Cycle
NSLDS sends roster to the school based on the school’s schedule
NSLDS creates the Enrollment roster
School updates students on roster and adds new students
School corrects errors and submits updated records
School sends roster to NSLDS
NSLDS sends error acknowledgement file to school

15. Record Type Reporting
Schools respond back to the roster with three record types.
Campus-Level
Certifying 8-digit OPEID
“Move To” 8-digit OPEID
Student Name, SSN, and DOB
Student Physical Address
Student Phone Number
Certification Date
Enrollment Status
Enrollment Status Effective Date
Anticipated Completion Date
Term Begin and End Dates
Program-Level
Classification of Instructional Program (CIP) Code
Program Credential Level
Published Program Length
Publish Program Length Measurement (Years, Months, Weeks)
Weeks Title IV Academic Year
Special Program Indicator
Program Enrollment Status
Program Enrollment Status Effective Date
Student’s Program Begin Date
Student Address

16. Key Point: Program-Level
Published Program Length
If the PPL reported to COD differs from NSLDS, it will generate a new unique program on NSLDS
Schools will need to examine data reported to COD and to NSLDS to determine whether the program length was correctly reported
To correct the data on NSLDS, report the incorrect program as Never Attended (‘X’) and it will be removed from the Enrollment Roster
Unique Program = OPEID, CIP Code, Credential Level, and Published Program Length

17. Program-Level
Schools have been improperly reporting the Published Program Length in the batch records
Example #1: 10 weeks
Published Program Length = 10 weeks 
Published Program Length Measurement = Weeks  W
Weeks in Title IV Academic Year = 26 weeks 
NSLDS will convert to years = 10/26  years
Example #2: 1.5 years
Published Program Length = 1.5 years 
Published Program Length Measurement = Years  Y
Weeks in Title IV Academic Year = Not required when reporting in years

18. Program-Level Program Begin Date Program Enrollment Effective Date
The date the student actually started in the program of study. This does not change based on a new term date
NSLDS uses the Payment Period Begin Date from COD as the Program Begin Date for all program-level enrollment data reported by COD
Schools will need to correct this date if incorrect
Program Enrollment Effective Date
The effective date of the enrollment status being reported for that program. This date only changes when enrollment status changes
Cannot certify future enrollment, i.e., for a term that has not already begun
Report changes of program using the date your system uses

19. Adding students to a Roster
From the Enrollment Summary page, click the Enrollment Maintenance button.

20. Adding students to a Roster
From the Enroll Update page, retrieve the enrollment roster. Then click the “Add Student” button at the bottom of the page.

21. Adding students to a Roster
Using Transfer Student Monitoring (TSM) to add students to Enrollment rosters
NSLDS adds students to rosters based on the monitoring Enrollment Begin Date
Monitoring should not start until the student is actually enrolled
When student appears on the roster, report actual enrollment information

22. Enrollment Reporting Cycle
NSLDS sends roster to the school based on the school’s schedule
NSLDS creates the Enrollment roster
School updates students on roster and adds new students
School corrects errors and submits updated records
School sends roster to NSLDS
NSLDS sends error acknowledgement file to school

23. Ways to Report Batch Online Fixed Width Comma Separated Values (CSV)
Enrollment Maintenance
Enrollment Spreadsheet Submittal

24. Enrollment Reporting Cycle
NSLDS sends roster to the school based on the school’s schedule
NSLDS creates the Enrollment roster
School updates students on roster and adds new students
School corrects errors and submits updated records
School sends roster to NSLDS
NSLDS sends error acknowledgement file to school

25. Key Point: Error Acknowledgement
If after sending a roster to NSLDS you do not receive an Error Acknowledgement, verify the header and trailer of the file as a File-level error may have occurred
Contact the Customer Service Center for assistance
See the Enrollment Reporting Guide to determine how to read the error codes in the Error Acknowledgement File

26. Error Breakdown Error Message Monthly Errors
Error 38 – Certification Date
Certification Date is too old.
Aug: ,323,633
Sept: ,686,789
Oct: ,652,352
Error 69 – Program Enrollment Effective Date
Must be a valid date not later than the Certification Date.
Aug: ,783
Sept: ,002,197
Oct: ,049
Error 30 – Enrollment Status Effective Date
Enrollment Status Effective Date must be less than or equal to Certification Date.
Aug: ,724
Sept: ,579,641
Oct: ,738
Error 22 – Enrollment Status Code
A school cannot report an Enrollment Status of ‘X’ or ‘Z’ if an enrollment history (Enrollment Status Code of ‘F’, ‘Q’, ‘H’, ‘A’, or ‘L’) already exists for student at that OPEID.
Aug: ,223
Sept: ,264,909
Oct: ,057,118
Error 45 – Address Effective date
Required if an address is supplied.
Aug: ,131
Sept: ,294
Oct: ,970

27. Key Point: Error Breakdown
Error 38 - Certification Date
Indicates the day that the school certifies the borrower’s enrollment
NSLDS does not accept certification more than 72 days in the past
NSLDS receives MANY old certification dates
Schools are not addressing old certification dates

28. Enrollment Reporting Cycle
NSLDS sends roster to the school based on the school’s schedule
NSLDS creates the Enrollment roster
School updates students on roster and adds new students
School corrects errors and submits updated records
School sends roster to NSLDS
NSLDS sends error acknowledgement file to school

29. Key Point: Error Response
Schools must correct errors within 10 days of receipt of an Error Acknowledgement
Most schools are compliant by returning an Error Response File… BUT… most schools return the same data that erred off in their initial submittal without any corrections

30. Student’s Monitor Enrollment History
Description has been updated
New fields outlined in red
See NSLDS Newsletter 54 for more information.

31. Student’s Monitor Subsidy Usage
New Look
See NSLDS Newsletter 54 for more information.

32. Why, Who, What, and When to Report?

33. Why Report?
Because I said so!!!
Yours Truly,
Uncle Sam

34. Why Report? Enrollment Reporting is required in Regulation:
34 CFR (b) Direct Loans
34 CFR (j) Perkins
Enrollment is essential for:
Proper servicing of loans throughout their life cycle
Ensuring borrower’s loan entitlements (ex. grace, deferments) are protected
Measuring effectiveness of the Federal student aid programs, especially the Federal Pell Grant Program
After July 1, 2014 – Added Program-level Enrollment critical for:
Ensuring compliance with new statutory provisions – 150% Direct Subsidized Loan Limit

35. Who to Report? Who NSLDS will put on your roster?
Students who received Title IV aid at your school as reported by Schools, Federal Loan Servicers, Guaranty Agencies, Lenders, COD, and the student
Students entered on Transfer Student Monitoring (TSM) and Financial Aid History (FAH)
Who you must add to your roster?
Students with Title IV aid from another school who will be receiving aid at your school
Who you should add to your roster?
Students with Title IV aid from another school who will not be receiving aid at your school

36. What to Report? Campus-Level Program-Level Email
Certifying 8-digit OPEID
“Move To” 8-digit OPEID
Student Name, SSN, and DOB
Student Physical Address
Student Phone Number
Certification Date
Enrollment Status
Enrollment Status Effective Date
Anticipated Completion Date
Term Begin and End Dates
Program-Level
Classification of Instructional Programs (CIP) Code
Program Credential Level
Published Program Length (PPL)
Program Length, Measurement (Years, Months, Weeks), and Weeks Title IV Academic Year
Special Program Indicator
Program Enrollment Status
Program Enrollment Status Effective Date
Student’s Program Begin Date
Student Address
= Combination of these fields identifies a unique program on NSLDS

37. What Programs to Report?
Report any Title IV eligible program student is enrolled in, even if student did not receive aid for that program
Exceptions
If a student is not in a program leading to any credential or degree, such as continuing education courses, do not report program-level information
"Deferment Only" schools do not report program-level information

38. When to Report? ROSTER RESPONSE ERRORS
Schools must certify enrollment data at least every two months
ROSTER
Schools must respond within 15 days after the roster is generated
RESPONSE
For batch, errors must be corrected and submitted within 10 days of receiving the Error/Acknowledgement file
ERRORS
Note: All successfully processed batch submittal files will receive an Error/Acknowledgement file. If you don’t receive one, verify the header and trailer of the file as a File-level error may have occurred.

39. Administration and Congressional Reports
Enrollment Data
Loan Servicing
Cohort Default Rates
150% Loan Subsidy
Gainful Employment
StudentLoans .gov
College Scorecard
Research
Administration and Congressional Reports
Enrollment
Reporting
Uses

40. Cohort Default Rate 

41. Gainful Employment – Rates

42. College Scorecard

43. Loss of Interest Subsidy (150%)
Borrowers who have lost eligibility for interest subsidy on their Direct Subsidized Loans
Total Number of Loans
that have Lost Interest Subsidy
Total Number of Borrowers
that have Lost Interest Subsidy
Total Number of Schools
that have a loan that has Lost Interest Subsidy
121,008
47,196
4,430
* As of

44. Agencies Utilizing Enrollment Data

45. Monitoring

46. Compliance Letters
Escalating letters will be sent by to non-compliant schools
Schools who fall below 90% of the portfolio certified with a program will be notified for non-compliance
The 90% threshold is considered minimal and may be increased in the future
Schools who do not improve their performance will be referred to FSA Program Compliance for action

47. Enrollment Reporting Contact
First letter will go to FAA and NSLDS Enrollment Reporting Contact
Later letters will go to the school President/CEO
Please add/update your Enrollment Reporting contact on the NSLDS website.

48. Enrollment Reporting Statistics
As of February 2016, statistics no longer include enrollment status of X or Z, with no corresponding program-level data
As of June 2016, the evaluation period was extended from 65 days to 135 days to ease the calculation of statistics
See NSLDS Newsletter 49 for more information.

49. Program-Level Reporting Compliance
Count of schools within each percentile range of Program-level Reporting Compliance
Schools below 90% will receive the first warning letter
2016 Statistics
June
July
Aug
Sept
Oct
Nov
100%
1173
1373
1425
1449
1474
1502 %
2508
2373
2481
2220
2371
2336 %
761
765
781
822
788
774 %
290
357
288
338
299
324 %
752
666
812
726
728 %
354
211
198
208
201
193
Total
5838
5831
5839
5849
5859
5857

50. Recent Enhancements 25

51. Organization Profile
The Organization Profile page accessed through the Org tab of the NSLDS Professional Access website.
Allows users to view scheduled reports, batch services, and the Transfer Student Monitoring (TSM) Profile.

52. ER Program-Level Certification Report
Enrollment Reporting Program-Level Certification Report will include program-level history reported for a student
Program-level history will be provided based on date specified by user
Similar to existing Enrollment Reporting Certification Report (SCHER4)
Ad-hoc report sent to SAIG mailbox of requestor
Formats:
Fixed Width (ERCCFWOP) or CSV (ERCCCDOP)

53. NSLDS – COD Comparison Report
Assists in comparing program-level data reported to NSLDS by either the school or COD
Programs provided based on date specified by user
Helps identify inconsistencies in program identifiers reported by school to COD vs NSLDS
Same CIP, different Program Length or Credential Level
Different CIP reported by COD and school
Formats:
Fixed Width (ERCDFWOP) or CSV (ERCDCDOP)

54. Enrollment Reporting Compliance Notifications
to schools that are not reporting program-level enrollment information for 90% of the students on its Enrollment Reporting roster. Sent to:
FAA
Enrollment Reporting Contact
If performance unimproved, a second warning notification issued. Sent to:
School President or CEO copied.
After two warnings, a third notification sent informing the school that it has been referred to FSA Program Compliance.
Sent to School President or CEO
FAA copied
Enrollment Reporting Contact copied

55. Enrollment Reporting Statistics Reminder
This page displays information about the extent and quality of the school’s enrollment reporting to NSLDS.
Schools can view the previous 12 months of enrollment reporting statistics for the user’s school as a whole or for any of the school’s locations.
Definitions for the columns displayed in the Certification Statistics for Location table are available on the Enrollment Reporting Statistics Help page.

56. Resources and Contacts56

57. Resources – NSLDS Enrollment Reporting Guide
An updated version of the NSLDS Enrollment Reporting Guide is now available in IFAP under NSLDS User Documentation
Updated November 2016

58. Resources – NSLDS Newsletters
Provide information on system changes, requirements, and other relevant matters related to NSLDS.
Accessible by selecting the News & Events link on the menu bar of the NSLDS Professional Access Web site login page. 
Also available by selecting ''Processing Resources'' from the IFAP home page, followed by the ''NSLDS Reference Materials'' link from the Processing Resources page

59. Resources – Other NSLDS User Documentation
Accessible by selecting the News & Events link on the menu bar of the NSLDS Professional Access Web site login page. 
Also available by selecting ''Processing Resources'' from the IFAP home page, followed by the ''NSLDS Reference Materials'' link from the Processing Resources page
Guides are organized in descending order by publication date.

60. Resources - NSLDS Contact Information
NSLDS Customer Support Center
Phone:
Toll:
Fax:
Web:

61. Contacts - School Participation Team
School Participation Main Number
Region III Institutional Improvement Specialist (IIS)
Joe Kern

62. Region 3 Contacts - Federal Training Officers
Amber Johnson
Craig Rorie

63. Training Feedback Go to http://s.zoomerang.com/s/CraigRorie
To ensure quality training we ask all participants to please fill out an online session evaluation
Go to
Evaluation form is specific to Craig Rorie
This feedback tool will provide a means to educate and inform areas for improvement and support an effective process for “listening” to our customers
Additional feedback about training can be directed to

64. QUESTIONS?